Automation Rule: User Has Missed Classes

Automation Rule: User Has Missed Classes

This rule automatically sends a notification to a member when they are marked as absent for a class they were booked into. It is an essential tool for managing your attendance policy, reducing no-shows, and warning members if they are close to receiving a penalty for too many absences.

• Manage No-Shows Proactively: Automatically communicate with members who miss classes, reinforcing your club's attendance policy.
• Issue Automated Warnings: Inform members exactly how many more classes they can miss before a booking restriction is applied, which helps prevent future no-shows.
• Improve Class Availability: By encouraging member accountability, this rule helps reduce missed bookings and frees up spots for others.
• Save Administrative Time: Automate the process of tracking and communicating with members about missed classes, saving your staff valuable time.

Before You Start

Follow these steps to set up the notification rule.

1. Navigate to PGM -> Automation -> Automation Rules.
2. Press 'Add automation rule' to create a new rule.
3. In the pop-up window:
   • Name: Create a unique name for the rule (e.g., "Missed Class Warning").
   • Action: Select 'Notification'.
   • Event: Select 'User has missed classes'.
4. A new window will open. In the Conditions section, you can use tokens to control when the notification is sent. For example, you could set a condition to only send the warning when [MISSED_CLASSES_LEFT_BEFORE_BLOCK] is equal to 1.
5. In the Action section, choose how to send the message:
   • Email: Sends a formatted email. You will need to enter a "From email" and "From name".
   • SMS: Sends a text message to the member's mobile phone.
   • Push notification: Sends a notification to members using your club's mobile app.
6. Under Notification Recipients, select who should receive the message. For this rule, you will send the notification to the User (the club member who missed the class).
7. In the Notification Content section, create the message that will be sent to the member.

Available Information (Tokens)

You can use "tokens" to automatically pull specific details about the member and the class they missed into your message.

Member Information

• [USER_FIRST_NAME]: The member's first name (e.g., "John").
• [USER_LAST_NAME]: The member's last name (e.g., "Smith").
• [USER_NAME]: The member's full name (e.g., "John Smith").
• [USER_EMAIL]: The member's email address.
• [USER_PHONE_NUMBER]: The member's mobile or primary phone number.
• [USER_NUMBER]: The member's unique ID number.
• [USER_NUMBER_QRCODE]: A scannable QR code image of the member's ID number.
• [USER_HOME_CLUB_NAME]: The name of the member's primary gym location.

Missed Class Information

• [CLASS_NAME]: The name of the class that was missed (e.g., "Yoga Flow", "HIIT Circuit").
• [CLASS_CATEGORY]: The category of the class (e.g., "Cardio", "Mind & Body").
• [CLASS_CLUB_NAME]: The name of the club where the class was scheduled.
• [INSTRUCTOR_NAME]: The name of the class instructor.
• [CLUB_ZONE]: The specific area in the club where the class was to take place (e.g., "Studio 2").
• [CLASS_DATE]: The date of the missed class.
• [CLASS_START_TIME]: The start time of the missed class.
• [CLASS_END_TIME]: The end time of the missed class.

Attendance Policy Information

• [MISSED_CLASSES_LEFT_BEFORE_BLOCK]: The number of absences the member has remaining before a booking penalty or restriction is applied.

Example Output

Here is an example of a warning email that could be sent to a member using this rule.

Subject: Regarding your missed class on [CLASS_DATE]

Message:

Hi [USER_FIRST_NAME],

Our records indicate that you were marked as absent from your booking for the following class today:

• Class: [CLASS_NAME]
• Date: [CLASS_DATE]
• Time: [CLASS_START_TIME]

We understand that plans can change, but we encourage you to cancel any bookings you cannot attend to free up the spot for another member.

Please be aware that according to our attendance policy, you have [MISSED_CLASSES_LEFT_BEFORE_BLOCK] absence(s) remaining before a temporary restriction is applied to your booking privileges.

If you believe you were marked absent in error, please contact our front desk.

We hope to see you at your next class!

Best regards,

The Team at [USER_HOME_CLUB_NAME]